Errors & Warnings for NIH Submissions
Please be aware of the distinction between errors and warnings. The word error is used to characterize any condition
which causes the application to be deemed unacceptable for further consideration. Generally, errors will indicate
significant inaccuracies, inconsistencies, omissions, or incorrect formatting that have been identified in the body of the
application. Conversely, the word warning characterizes any condition that is acceptable, but worthy of bringing to the
applicant’s attention. It is at the applicant’s discretion, whether a warning condition requires any action.
Errors must be corrected. Warnings do not need to be corrected.
General Errors/Warnings
Errors
Warnings Error/Warning Message
Explanation
PDF Issues
All attachments must be in PDF form.
X
Virus Error
To help avoid this error, make sure your file attachment
names are not longer than 50 characters. Avoid using any
special characters (-, &, %, #) or spacing in the file names.
This includes no space before the file name.
X
Adobe Reader Software
X
Change/Corrected application
X
Use version 8.1 or higher throughout your submission. If
someone uploads a document make sure it is 8.1 or
higher.
An error will occur if you are resubmitting a
change/corrected application and you don’t check the
“Change/Corrected Application” box.
SF 424 Form
Errors
X
Warnings Error/Warning Message
Federal Identifier Format
Explanation

If “Type of Application” is “New” you can leave this field
blank on the first submission. However, the Federal
Identifier field becomes a required field when
submitting Changed/Corrected “New” Application.
Enter the grants.gov tracking number of the previous
submission in this field. (GRANT00123456).

If “Type of Application” is “Renewal”, “Revision”, or
“Resubmission”, enter the IC (Institute/Center) and a
number of the prior application/award number. The IC
code is a two letter code immediately following the
code/grant number. The six digit serial number follows
the IC code. For example, the IC and serial number
application number for 3R01CA123456-04 is
CA123456.
R&R Other Project Info
Errors
Warnings Error/Warning Message
Explanation
X
FWA (Federal Wide Assurance)
Number for Human subject does not
match what is in the eRA Commons
X
Animal Welfare Assurance Number is
is not entered correctly
X
Project Narrative
The human subject assurance number entered in Other Project
Information, item 1a does not match what is in the eRA
Commons profile for your organization. There are rare cases
where this is permissible. Please make sure that the correct
number is entered on the Other Project Information page. If not,
correct and resubmit. 00004071
Enter the Federally approved assurance number: A3416-
01
The Public Health Relevance Statement (labeled ‘Project
Narrative’ in Other Project Information, item 7) should be no
longer than 2-3 sentences
R&R Senior/Key Personnel
Errors
Warnings Error/Warning Message
Explanation
X
Invalid or missing eRA Commons
username
X
Missing Organization Name for
Senior/Key Personnel
X
X
Role of Co-PD/PI not used by NIH
No degrees submitted for PD/PI
The assigned eRA Commons Username must be entered
in the field called, “Credential, e.g. agency login” for
anyone assigned to the PD/PI role. This field is located on
the R&R Senior/Key Person Profile(s) component of the
grant application.
The Organization field of the R&R Senior/Key Person
Profile(s) component is missing from your application (All
personnel from UCI should be listed at as The Regents of
the University of California)
The role of Co-PD/PI, indicated for Senior/Key Person on
the Senior/Key Person page, it not used by NIH. For other
Principal Investigators use the PD/PI role. Otherwise,
select another role.
No degrees have been submitted for the PD/PI. If you
want the degrees to be displayed on the face page of the
application image, you should include them on the PHS
398 Cover Page Supplement.
R&R Budget
Errors
Warnings Error/Warning Message
Explanation
Use either calendar months or a combination of academic
and summer months. For information about calculating
person months, see
http://grants1.nih.gov/grants/policy/person_months
X
Senior/Key Person Effort on SF 424
R&R Budget Form Must be More
Than Zero
X
Budget Pages
You may see both detailed and modular budget component
options. Please use one or the other. Not both.
X
Direct Cost Requests (on the 424
RR Budget page section F-K)
>=$500 K year
Direct cost requests (on the 424 RR Budget page section
F-K) >=$500k a year need agreement from ICs, except for
RFAs or PAs with budgetary limits. Applications without
X
Cumulative Direct Cost
such approval may be delayed in the peer review process
or rejected
Be sure that you have complied with the allowable
cumulative direct cost limitations for this FOA. Otherwise,
your application may be delayed and rejected in the review
process. – Warning
PHS 398 Research Plan:
PHS 398 Research Plan
Errors
Warnings
Error/Warning Message
Research Plan goes over the
allowable amount
X
X
Research Plan goes over the
allowable amount
An Introduction must be included for
resubmissions on the PHS 398
Research Plan.
Explanation
The Research Plan is limited to 25 pages (unless otherwise
noted in the FOA; some have different page limits like 15
pages with a span of 18 pages). This may span 28 pages
due to page breaks. If the total space occupied exceeds 28
pages, this will result in an error. Please make sure you
read your FOA carefully to meet the page requirements.
The Research Plan is limited to 25 pages (unless otherwise
noted in the FOA; some have different page limits like 15
pages with a span of 18 pages). This may span 28 pages
due to page breaks. If the total space occupied by text does
not exceed 25 pages then no action is needed